An internal communication strategy is a structured plan that ensures information flows smoothly across all levels of an organization. It plays a crucial role in keeping employees informed, aligned, and engaged with the company's goals.
Effective internal communication fosters collaboration, drives productivity, and strengthens the overall company culture.
Whether your team operates in-office, remotely, or in a hybrid model, a clear communication strategy is essential for maintaining connection and ensuring everyone stays on the same page.
Explore how an internal communication platform can support your strategy here.
Internal Communication Step-by-Step Guide
A strong internal communication strategy doesn’t happen by chance—it requires careful planning and execution. Follow this step-by-step guide to develop a strategy that meets the unique needs of your organization:
- Assess Current Communication Channels
Begin by evaluating the communication tools your company already uses. Are they effective in reaching all employees? Identify areas where communication may be falling short, whether it's due to outdated tools or inconsistent messaging. - Define Clear Communication Goals
What do you want to achieve with your communication strategy? Whether it's improving employee engagement or ensuring faster information flow, setting measurable goals will help you shape a more effective approach. - Segment Your Audience
Different departments or teams may require tailored communication. Segmenting your audience allows you to ensure that the right information reaches the right people at the right time. - Choose Appropriate Tools
Not all tools work for every type of communication. For quick updates, instant messaging tools are useful, while formal announcements may need to be communicated via email or intranet. Consider the best tool for each message to ensure clarity and engagement. - Create a Communication Calendar
A planned schedule of announcements, newsletters, and meetings can help keep communication consistent and prevent last-minute rushes. Having a content calendar ensures employees are regularly informed without overwhelming them. - Monitor and Adapt
Regularly gather feedback and measure engagement to see if your strategy is effective. Adjust your communication methods and tools based on employee responses and metrics like open rates or click-through rates.
Want to make your internal communication more personalized and effective? Learn how to implement personalization into your strategy here.
Internal Communication Best Practices and Tips
Effective internal communication relies on best practices that keep teams engaged and informed. Here are a few essential tips:
- Encourage Two-Way Communication
Open feedback channels are crucial for understanding employee concerns and ideas. By fostering two-way communication, employees feel valued and heard, leading to stronger engagement. - Keep Messages Clear and Concise
Avoid overwhelming employees with too much information. Ensure your messages are straightforward, actionable, and easy to understand, especially when conveying important updates. - Tailor Communication to Your Audience
Different employees engage with information in different ways. Tailoring communication by department or role ensures that everyone gets relevant information. Personalization can significantly improve how employees receive and act on messages.
For more tips on improving employee recognition through communication, explore this feature.
- Leverage Multiple Channels
Use various platforms to communicate with your team. Whether through email, instant messaging, or in-person meetings, utilizing multiple channels helps ensure your message reaches everyone effectively. - Celebrate Employee Achievements
Recognizing accomplishments is an essential part of building a motivated workforce. Make recognition public and consistent by highlighting achievements in newsletters or during team meetings.
Examples and Case Studies
Several companies have successfully implemented internal communication strategies that have transformed their work environment:
Case Study: Alnylam Pharmaceuticals
Alnylam, a leading biopharmaceutical company specializing in RNAi therapeutics, faced a significant internal communication challenge as their workforce transitioned to remote operations during the COVID-19 pandemic. The company's internal communication tools were outdated, causing delays and disengagement among their 2,000+ employees. Brendon Pires, an internal communications specialist at Alnylam, recognized that employees were increasingly relying on email for company updates, but their existing system lacked essential features like effective email tracking and design capabilities.
To address these issues, Alnylam adopted a communication tool that offers email templates, embedded surveys, and real-time analytics. This platform allowed Brendon and his team to design visually appealing emails that encouraged higher engagement and participation. They implemented features like star ratings, enabling employees to provide quick feedback on the content they received. Additionally, detailed analytics on open rates and click-through rates helped the communications team identify which content resonated most with employees.
The results were remarkable. Not only did Alnylam improve their internal email engagement rates, but they also saw an increase in employee participation on their intranet, where important updates were housed. With improved tools and a focus on employee engagement, Alnylam was able to streamline communication, foster a stronger connection between remote employees, and ensure that everyone remained aligned with company goals.
Case Study: KRKA Pharmaceutical
KRKA, a global pharmaceutical company headquartered in Slovenia, needed to enhance communication across a diverse workforce that included both office employees and manufacturing line operators. The challenge was that not all employees had access to traditional communication channels like the company intranet, and some relied on standalone terminals to receive important updates. KRKA realized that their existing communication methods were insufficient in keeping all employees informed, particularly those working in manufacturing who didn’t have consistent access to digital tools.
To solve this, KRKA implemented a communication system that allowed the company to push notifications directly to employees via various channels, including digital displays in manufacturing areas. The company could send out critical updates regarding system maintenance, production changes, or safety protocols in real-time, ensuring that all employees, regardless of their location, were always up-to-date. This streamlined approach helped KRKA significantly reduce miscommunications and delays, as staff could immediately adjust their workflows based on the latest information. Additionally, the tool enabled better planning for system outages, which improved operational efficiency and reduced downtime.
Case Study 3: Travel Counsellors Ltd.
Travel Counsellors, a company that connects over 1,900 travel professionals globally, needed a way to maintain strong internal communication and engagement during the pandemic. With employees and partners working remotely across different time zones, Dave Purcell, the community manager, faced challenges in ensuring regular check-ins on well-being and engagement. The company's existing email platform lacked personalization features and produced unreliable tracking metrics, making it difficult to gauge how well internal communications were being received.
To address these issues, Travel Counsellors implemented a tool designed for internal communications, which offered personalized email templates and engagement tracking through metrics like open rates and click-through rates. Dave also introduced emoji reactions and surveys embedded in newsletters to gather quick feedback from employees. This feature acted as a pulse check on employee sentiment, helping the company adjust messaging based on real-time responses.
As a result, Travel Counsellors significantly improved engagement rates, particularly with remote workers who felt more connected to the company’s ongoing initiatives. The increased feedback also allowed management to tailor communications to better meet the needs of their remote workforce, ensuring that morale and engagement remained high throughout the challenging pandemic period.
Impact on Business Success
An internal communication strategy is not just about keeping employees informed—it's directly linked to business success.
Companies with effective internal communication strategies report 25% higher productivity, and engaged employees are more likely to contribute to company growth.
Moreover, businesses that prioritize internal communication experience reduced employee turnover, as teams feel more connected to their organization’s goals.
For every $1 billion spent on projects, poor communication can put $75 million at risk, according to a Project Management Institute report. The impact on both employee retention and business outcomes is significant, underscoring the importance of investing in a robust communication strategy.
Understand how employee turnover affects your bottom line with our employee turnover cost calculator.
Conclusion
Developing a strong internal communication strategy is essential for keeping employees aligned with company goals and ensuring smooth operations.
By following best practices, choosing the right tools, and regularly evaluating your approach, you can create a communication system that boosts employee engagement, improves productivity, and strengthens your company's overall success.
Whether through personalized communication or celebrating achievements, effective internal communication can transform your business from the inside out.
Ready to take your internal communication to the next level? Learn more about implementing effective communication strategies here.
